Work with incoming documents
· Obtaining
Obtaining the secretary of incoming documents in the post office, the institution of the Feldgerer-Postal Communication, directly from the messenger, etc. is made after a thorough check of targeted correspondence received correspondence, its quantities.
In the necessary cases, the weight of the departure and safety of the seals is checked. Postal departments are taken as a painting in the issue of issuing, with the issuance of an OPTIC-registry to all the documents received.
The proven and documented mail is stacked into the portfolio locking on the locks (bag, etc.) and seal (seal). Delivery of incoming documents is usually carried out on the organization's vehicles.
The incoming documents delivered to the destination are carried out by the primary processing procedure, which includes unpacking, account and sorting. Receipt of incoming documents on technical means of communication (telephone, telegraph, telefax, as well as email) is carried out by the secretary directly in the office.
On especially important documents (Messages) received by the listed communication channels are requested confirmation. Before receiving confirmation, the content of these documents is not reported to the head.
· Check in
information about all received messages and documents is recorded by the secretary in special journals. This process was called primary accounting (registration) of incoming documents.
Registration includes checking the complete details of incoming documents, the correspondence of their maintenance sheets (letters) and making data of primary accounting in the registration log - the incoming document accounting log.
As practice shows, in functioning modern organization The centralized document registration system, in accordance with which, the fulfillment of all necessary operations with the documents is made in one place - as a rule, in the office of the head or in the accounting and registration department of the enterprise.
Such a system provides:
a single procedure for registering documents;
operational management on information and archival-reference work documents;
effective control of document execution.
All documents registered in the organization must have their own individual identification number, which includes the sequence number on the registration log and the registration log number according to the approved organization's nomenclature, for example, 3004/5, where 3004 is the sequence number of the record, 5 - log number .
· Procedure for consideration
The incoming documents received by the head must submit to him for familiarization, as a rule, per day
arrivals.
However, based on the generally accepted practice, most often the documents for the head, for example personnel serviceComing after their consideration by the head of the organization (with the relevant resolution).
The secretary prepared the received business correspondence on the report to the head, including:
- - Lookage, that is, the allocation of headlines and some other details incoming document color, underscore, etc.;
- - laying documents (in folders, etc.) in a certain row.
Documents requiring priority consideration are stacked by the secretary to a separate folder, and with a small everyday number of reports of the reports are placed on top of all others.
Documents of special importance, marked "urgently", etc., report to the manager in the first place.
Folders with the appropriately prepared correspondence are transferred to the head for subsequent consideration and registration of resolutions. As a rule, the entire incoming correspondence must be considered to them no later than the day following the day of submission to the report.
Separate incoming documents may be left by the head of the enterprise for making decisions on them after clarifying additional information.
In this regard, the secretary must clarify which of the submitted incoming documents continue to be at the head, as well as what auxiliary materials (for example, from the number of documents previously received by the organization) for an in-depth study of the first can be required and when they should be submitted .
· Removing resolutions
According to the results of consideration on the incoming documents to be executed by the head, the appropriate written indication is made (resolution), on the basis of which direct work begins on the execution of the document.
Resolutions (solutions and instructions) on the execution of the considered incoming documents are written on the fields free fields (usually below or to the right of text). Write instructions on the text of the document is prohibited.
In the necessary cases, when the order is too extensive according to its content, special format of A5 format is used to design it with an indication of the position of the person who wrote a resolution (for example, "Chief Engineer").
The instruction on the execution of an incoming document is given, as a rule, only one official (for example, the head of the planned department, the chief editor, etc.).
If the interests of the case require multiple persons as co-devices, in resolution in obligatory It is indicated who is responsible for the timely and qualitative execution of this order (document) as a whole.
In the event that the responsible is not appointed, such an official, the name of which is indicated in the resolution first.
In case the resolution does not contain the time limits, the input document must be executed within a month after
his consideration.
At the same time, the timing of the execution of orders for telegrams should not exceed two days.
By establishing the execution date of the document, the head must take into account the time for its preparation, coordination, design and delivery.
Officials who are entrusted with the execution of an incoming document, in turn, are obliged to do this, based on the execution period established by the resolution (or another order) of the head.
However, in all cases, this work begins for relevant officials from the procedure for familiarizing with the content of the resolution and receiving the document addressed to them.
It should also be emphasized that the execution of documents may be entrusted with the secretary of the head.
Memo Secretary of the head on the procedure and rules of execution of documents:
- 1. Acceptance with the document is carried out on the basis of admission and relevant instructions of the head (direct superior).
- 2. Official powers and professional competence Officer must be in full compliance with the complexity of the task of preparing the document.
Document transfer to other officials in the process of work is carried out only under the painting (except when the document is not submitted specified persons to another room).
Working with the document is carried out in a strictly allotted place equipped with everything necessary for work and limited from access to foreign.
Throughout working with the document, an official authorized to produce the specified work is obliged to exclude access to the original document and derivative materials of unauthorized persons, including as a result of "random" familiarization.
Throughout work with the document, an official authorized to produce the specified work is obliged to ensure the confidentiality of the content. source document and derivatives that did not disclose them outsiders.
Working with the document must be performed in such a way as to ensure timely coordination and submission of the draft new document for consideration,
and then the approval (signature) of its final version.
Storage of documents should be carried out in premises (places) that exclude access to them.
Control of the availability of the document in the process of work is carried out officialresponsible for its storage, constantly.
10. Upon completion of working with the document, the latter is subject to immediate surrender.
Work with outgoing and internal documents
· General order work officials organization
Ordered, carefully organized work with the documents of the Organization leads to the elimination of a rush and a sharp decline in the likelihood of making different kinds of errors in the process of performing documents.
Executed documents, depending on the place of its further use, are either internal or outgoing. Let's focus on this a little more.
Work with internal documents is carried out solely within the organization. This means that the executed document in the future goes into temporary use of officials into structural units, etc.
The outbound document after execution is sent for subsequent work outside the enterprise.
Note that if after some time there will be a need to send an internal document outside the organization, then in this case (after appropriate before design) the latter will also become an outgoing document.
In the process of work on execution (control over the execution) of the document, the executive secretary will have to be implemented (implementing the following operations:
The task is setting (addressing the document for execution).
Execution of the document.
Document replication.
Document registration.
- 5. Packaging and sending (sending) of the document.
- 6. Placing a control copy of the document in the case,
subsequent work with him.
7. Current I. archival storage, destruction and write-off.
The central place in this "chain" occupies the stage of direct work on the document.
· Deadlines
It should be noted that the duration of each stage of work on the execution of the document will vary depending on the specifics of the content of documents, as well as their volume.
For the correct setting of the task, the document execution for each stage is determined:
The time required to prepare the time, including the reserve (calculated in the amount of 10--15% of the minimum required time);
measures of organizational and technical, information and other support;
official responsible for executing a document;
co-valves of the document (its individual parts, applications, etc.);
technical executors of the document;
a job officer controlling the execution of the document (as a rule, the secretary of the head).
- · Receiving documents for execution
- o Transfer by the Secretary of Documents for Execution
For the purposes of timely execution of documents, bringing them to the attention of the executors is carried out by the secretary of the head of the enterprise, which:
Personally takes from the head of the enterprise the documents considered by them;
based on the existing resolutions and reference data, documents studies the circle of persons who are addressed to the documents or execution;
associated with the specified persons by phone or personally, informing them about the need to execute certain documents;
personally transfers the specified documents to the responsible executors;
controls the progress of the execution of documents. 1xci Document is intended for execution by several officials, the secretary (in order to increase the efficiency of work) can pre-prompt it and transfer it to Copni Leam Contractors (in this case, the original will receive a responsible performer).
Note that reproduction of copies of documents is carried out only with written permission Head of personnel serving the organization. Copies of the document are taken into account along with the incoming original document and subsequently destroyed.
The responsible performer is fully responsible for organizing the execution of the document or the associated assignment.
Cointers in accordance with the instructions of the responsible performer are required to work efficiently and timely (execute) required documents (in terms of their work) and are responsible for fulfilling the resolution within the indications obtained.
In the event that the responsible performer does not have sufficient authority for the timely and complete execution of the document, it can turn to that a job person in whose competences there is a solution to the issue.
If it is impossible to fulfill this or that document for 2--3 days before the expiration of the deadline, which has established a deadline for execution, is a report indicating the reasons for the delay, the measures taken and the refined deadline for the completion of work with the document.
Technical execution of the document includes:
preparation of the draft document (the so-called draft);
set and printing of the text of the draft document (main text and application text);
adjustment of the content of the document on the results of coordination;
registration of the final version of the document.
o Development of draft document
The development of the project (draft) of the document is made by the responsible performer personally or with the involvement of co-valves. In the latter case, co-valves transfer the results of their work (computer files, workbooks or individual sheets with typewritten or handwritten records) to a responsible performer.
IN general The content of the draft document should give answers to the questions supplied in the document, which is being developed project.
In the necessary cases, in addition to the document, applications are developed. The latter, along with the textual part, may include the necessary graphic materials.
After checking the content of the project, its proofreading and before registration, the responsible performer transmits the first copy of the document to approval, leaving before obtaining new instructions of the second (control) instance.
· Coordination order
The draft document must be coordinated (as a rule, at the preliminary preparation stage) with authorized representatives of all stakeholders.
The coordination is made in the deadlines specified by the parties, according to a specific program (that is, it is stipulated, which is precisely and with what sequence should be coordinated) and takes up, as a rule, not more than 3--5 days, including the time for delivery and return of the document.
If necessary, to agree on a draft document with several parties in a short time, it is advisable to convene a meeting with representatives of stakeholders, to conduct a video conferencing or to coordinate technical means Communication (telexcus, email, etc.).
With consistent coordination, the document is supplied with a list of coordination, in the respective graphs of which the authorities of the parties leave their visas and comments on the content of the document.
The visa includes the date of familiarization with the document and the signature of the person producing coordination.
In the absence of disagreements, the coordinated document is visited by an appropriate official within its authority.
In the event of disagreements, an approval officer must provide a motivated explanation for its claims to the content of the project.
Official's comments and proposals for the draft document sets out an approval on a sheet of approval or an AD HOC office. Here, they can also find the reflection and those questions that were not taken into account in the draft document.
If the document fails to match deadlinesThe responsible executive of the document is obliged to inform the stakeholders in writing in advance and bring relevant information to an official who monitors the execution of the document (before the secretary of the head).
At the same time, as a rule, briefly indicates the content of the main differences arising from the coordination of the project, as well as the motives of non-acceptance of the proposals received during the coordination of proposals. Stakeholders, in addition, are notified of the new timing of the draft document.
Refusal to matching is not allowed. Fully consistent document, together with a list of coordination, is transmitted to the adjustment.
· Correction of content according to the results of coordination
In the process of adjustment from the content of the project (in full compliance with the results of the coordination), the discrepancies and corrections are eliminated. Fragments of text recognized by the results of coordination are excessive are removed.
In addition, add-ons can be entered into the "truncated" text. A modified draft document is edited by a responsible performer, taking into account the requirements for the generally accepted style of the presentation of documents.
After that, the edited content of the project is verified (verification for the identification and elimination of technical errors, typos, etc.). The content of fully "purified" from the project errors is read by the responsible performer.
According to the results of the control reading, the newly identified errors are eliminated. After re-checking their elimination, the final version of the document is visited by a responsible performer (signed by turnover) and is transmitted for final design.
· Registration of document
To decorate the document, the technical contractor (secretary or operator-typist) is transmitted by the final version of the document (computer files, roughing machine, printout or manuscript).
Projects of office documents submitted to signature in execution of orders, it is also made to make material with the original text of the given order (a document or a sheet with resolution itself).
The text of the final version of the document may contain agreed corrections that should be understood uniquely (this is especially important in terms of numbers and surnames mentioned in the document).
The printed and derived "score" The first instance is transmitted by the technical contractor to the responsible performer, which, as a rule, examines the document to identify errors (typo).
A document that does not contain errors is transmitted by the executive to the executive to the secretary of the head for the final audit and submission to the signature (approval) to the head of the enterprise.
· Actions of officials after receiving the subscribed (approved) document
The document, signed or approved by the head, is transferred to the replication and registration of the secretary of the administration of the Gel (responsible employee of the Dow Organization service).
If you need to make more than one instance of the document, the responsible performer indicates the required number-11 but digit and in words in the upper left corner of the first sheet of the first instance of the document.
We carried instances of the document are registered. In the future, the measuring instance and the required number of subsequent instances of the document, with the exception of the last (control record, written in the case):
- - issued to work (officials of the organization); Speed \u200b\u200bbeyond the limits of the organization established by the rules.
- - We receive temporary storage in the service of the Dow Organization.
On such a document, the responsible performer indicates what the outgoing number is the document executed, and the date of execution is set by the signature of the responsible performer.
After registration, the responsible performer is obliged to transfer it to the place of constant storage on the document. Together with the document, a control copy of the document performed in accordance with the resolution is laid.
Documents, over time, raising practical importance and not having historical and scientific values, as well as with expired storage periods are subject to destruction and write-off.
· Preparation of executed documents for sending
The document signed (approved) to be sent to another enterprise is mandatory undergoing the procedure for registration, registration of outgoing documents and conversion.
Under the design in this case it is understood to perform the accompanying sheet (letters) to the document. We emphasize that the outgoing document is accepted for sending only if there are at least two copies of this (the latter remains in case with the control instance of the document).
During the registration process, the outgoing number is assigned - as a rule, this is the sequence number of the entry in the logging log of outgoing documents.
The corresponding number is also indicated on the letterhead of the accompanying letter of a document designed to be dispatched. Similarly, all instances of the document are taken into account.
Before sending a responsible employee of the Dow Service (secretary), it is obliged to clarify the number of copies of the document to be sent from the responsible performer, as well as addresses of destinations.
On outgoing documents sent in the amount of over five copies, "mailing calculation" is mandatory, a significant facilitating subsequent conversion of documents.
Appropriately decorated and registered documents, as well as accompanying letters to them fit into envelopes.
On envelopes in accordance with generally accepted rules, the addresses of the recipient and the sender are issued. After checking the correctness of the address, the envelopes are stuck and seal the seal of the enterprise "for packages".
The envelopes prepared for sending (packages) are transmitted to the Additional Dow Service (for delivery to the post office or sending to the recipient to a different generally accepted method).
Separate documents in need of urgent delivery can be sent to the courier addressee, which, in addition to the package, is issued to the hand and registry for the delivered correspondence performed in two copies (the first remains from the addressee, the second, with the receipt mark, returns to the forwarding department of the service Dow Sender).
After sending outgoing documents, the secretary (responsible employee of the DOU service) on the basis of records in the accounting journals is carried out by the write-off of sent instances in the logging journal by staging "sent, date" in the corresponding column.
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The details of the departed documents are mainly in response letters, which agree or refusal to the relevant request or proposal, as well as initiative letters on the widest subject requiring an answer.
The passage of the document being sent includes the following processing steps (Fig. 27):
■ drawing up a draft document and its design;
■ project harmonization or sight;
■ signing the document by the head;
■ approval (if necessary);
■ Registration and sending a document.
The draft draft draft document is engaged in a structural unit or secretary-referentist who has appropriate qualifications.
The document is drawn up according to GOST R 6.30-2003, then visits by the artist or specialists of a third-party organization. In this case, the negotiation sheet is issued.
If, in the process of matching, comments on the draft document were made, then they must be added to the text.
Before passing the document to the Signature to the head, the secretary edits the text, checks the correctness of the design, the presence of all necessary visa and applications to the document, which is then transmitted to the signature to the head together with all materials, on the basis of which it was prepared. The signed documents are recorded and transmitted to send to the office (expedition), where they are invested in envelopes, pre-checking the correctness of the design (the presence of a signature of the head, date, outgoing number, compliance with the number of specified instances, the presence of applications). Official documents sent to one address are inserted into one envelope.
Documents are sent to the addressee on the day of transferring them to sending; Telegrams and urgent correspondence are sent immediately.
Internal documents at the stage of their preparation pass stages of outgoing documents, and at the stage of execution - the steps of incoming documents (Fig. 28).
Working with internal documents by analogy with the documents sent begins with the preparation and design of the draft document. The final stage of the work on the draft internal document is his visiting the compiler, the head of the structural unit who prepared the document, the legal adviser. Then the document is sent to the head of the signature and registration. Further work with internal documents is based on the same rules as with the incoming documents. The most important internal documents can be controlled. The executed documents are fed into cases provided for by the nomenclature of cases.
| Fig. 28 Internal Document Processing Scheme |
30. Established the design of the requisite "Grief of the statement".
Document certificate is a form of expression of responsibility for their legality and content. The main methods of certifying documents are: signing, approval and stamp printing.
Approval is a special way to certify the document after its signing, authorizing the dissemination of the document to a certain circle of persons, citizens, organizations. The document to be approved becomes legal force only since its approval. Documents are approved by relevant authorities or officials whose competence includes the solution of the issues set out in these documents.
The document can be approved by an official or specially published document (order, protocol, decision).
Both methods of approval have the same legal force.
Approval of the document by an official is made in the event that this is governed by the relevant regulatory documents.
If the document is approved by an official, then the claims of the statement is issued from the fifth position of the tabulator (10.5 cm) by a flag method, it is allowed to a centered design of each row of the claims of approval relative to the longest line of props. The claims of the allegation consists of a word claim (without quotes and punctuation marks), full name Positions of the person who approved the document (including the name of the Organization, if the document is not decorated on the letterhead), its personal signature, Signature decoding (initials are affixed to last name) - the sixth position of the tabulator - and the date of approval. For example:
Approve
Director of Torch OJSC
L. A. Stepanova
"July 2009
It is allowed to center the elements of the details of the "document approval of the document" relative to the longest string. For example:
Approve
CEO
CJSC "Moscow products"
L. I. Belopolskaya
"May 2009
When approving a document by the decision, decision, order, the Protocol, the assertion consists of the word approved (approved, approved, approved), the name of the approving document in the articulated case, its dates and numbers. For example:
Approved
by the decision of the General Assembly
shareholders from 05.10.2009 N9 03
If the document is approved by the heads of several organizations, then the components of the assertion of the approval are placed at the same level. At the same time, the name of the organization must necessarily enter into the name of the position of the person approve of the document. The first neck is drawn up from the zero position of the tab, the decoding of the signature is from the second, the second neck is drawn up according to GOST.
As a rule, the following types of documents are subject to approval: statutes, positions, staff schedules, some types of acts and protocols, official instructions and etc.
The list of documents of the organization to be approved is determined by the instructions for the organization's office work.
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See also:
Topic 8. The procedure for the movement of documents in the organization
1. Concept, species and main stages of document management
Outgoing documents
Principles and methods of document management
3. Registration of documents and building a search engine
4. Monitoring the execution of documents
The concepts, types and main stages of documented
Document Drive - This is the movement of documents from the moment they are received or creating before completing the execution, sending addressee or putting them to storage . The organization of the motion of documents is aimed at: a) reduction of the path and time of the documents of the documents, b) the exclusion of the return, duplicate and non-medical movement of documents, c) the unification of procedures for passing and processing specific documents, d) the use of modern office equipment. The movement of specific documents differs the path of the path, the stages of processing documents and the timing of their storage. IN " State system Documentation management. Basic provisions. General requirements The document management documents and services are considered by the organization's document flow. All organizations of the organization are divided into three documents: incoming, internal and outgoing documents.
Document flow of incoming documents
Incoming document - The document entered the establishment from third-party organizations or persons: higher, subordinate, state, municipal, private, deputies and citizens.
The processing of incoming documents includes: a) reception and primary processing of documents; b) preliminary consideration and distribution of documents; c) registration; d) consideration of documents by management; e) transfer to execution.
Reception and primary processing of incoming documentsit makes the service of the Dow, or the secretary, or a centralized expedition, depending on the amount of correspondence, attempted by the time of necessity is a duty officer. Expedition -special Department of the Organization, producing reception, sending and sending documents and cargo. Incoming documents can be obtained by mail, delivered by courier and visitors, transferred to the means of electrical communications.
When receiving correspondence:
1) The correctness of its delivery is checked: erroneously sent correspondence is returned to the post office;
2) checked the integrity of packaging and documents, their damage (incomplete receipt of the facsimile message, the absence of the application specified in the document); The act of damage or the absence of documents is drawn up, which is sent together with the documents received by their sender;
3) does not open and transmitted to the recipient correspondence that has a vulture "person personary" or addressed to public organizations;
4) Custom letters are accepted for receipt;
5) the document with the inscription "Urgent" is affixed by the receipt time;
6) Packaging at an autopsy is destroyed, except when there are no return addresses in the documents received and the sender's name (but they are on the package); The document has no date, and it is installed on a post stamp.
Preliminary consideration and distribution of documentsaims to promptly get documents by performers, the release of management from consideration of secondary issues.
Evaluation of the received document takes into account: a) the type of document and the importance of its content; b) complexity and novelty of questions issued; c) the social position of the author of the document; d) urgency of document execution.
During the initial consideration, the documents are divided into 2 streams: 1) for consideration by the head of the organization; 2) to refer to those structural units that, according to the Regular Division, will execute documents. The management usually uses documents of higher authorities, containing information on the principal issues of the organization's activities and requiring decision-to-claim, as well as complaints about the actions of subordinate officials. Without prior review, documents addressed directly structural divisions or officials. Suggestions, statements and complaints of citizens are indulging in a special division for consideration of citizens. All this work makes an experienced person who knows the structure of the organization and official duties employees. Help His reference materials: an approximate list of documents for consideration by management, a list of officials and their duties, etc.
Registration of incoming documents It consists in an affixation on the first sheet of the document in the lower right corner of the note on the arrival of the document into the organization, which is written by hand and includes the registration number and the date of receipt of the document (if necessary hours and minutes). It may be registration stamp - The stamp containing the name of the organization, the place for the date of receipt and place for the registration index. The fax image has a date of receipt, so only the sequence number is indicated. On unwarf correspondence, the registration stamp is placed on the envelope and packaging of packages.
Consideration of document managementit is that the official writes on it a resolution, i.e. The decision made by him on the information contained in the document. The resolution is postponed to the registration form. The manager may ask for himself a copy of some documents. He should not, as a rule, to accept personally without registration documents from visitors subordinates, representatives of other organizations.
Transfer of a document for executioncarried out after consideration by his head. Documents must be transferred to the day on the day of their receipt or on the first working day upon receipt of documents within the non-working time. With several performers, the document is transferred to the responsible performer; With its absence, the first of the performers, for the rest, copies are made or the document is transmitted alternately. The need to reproduce documents and the number of copies is determined by the Contractor.
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Primary documents are taken to account if they are compiled according to typical or other approved forms. If necessary, the organization can independently develop and approve its source documents.
Primary documents are presented certain requirements. The document must contain mandatory details:
Name, number, date and place of its compilation;
The posts of persons responsible for committing a business operation and the correctness of its design, their names, initials and personal signatures.
Depending on the nature of operations, documents may include additional details.
Documents should be filled clearly, parallers, they do not allow non-evident corrections and erase records. Incorrect entries in the primary accounting documents are corrected by overclocking and writing correctly. Correction in cash and bank documents is not allowed.
Persons who made up and signed documents provide timely and qualitative design, the transfer on time to reflect in accounting, as well as the accuracy of the data contained. Squaded lines in primary documents are defined. Documents can be drawn up on paper and machine media.
Documents before their account records are preliminarily inspected, acceptance and accounting. The need to verify the documents is caused by the fact that many of them are without the participation of counting workers. Verification of documents Includes testing in essence, formal check and arithmetic check.
Check documents essentiallyit is to establish the legality and economic feasibility of perfect economic operations.
Formal checklies in checking the correctness of documents, filling out all the details established for them; availability and authenticity of signatures of persons; The presence of reservations in the case of fixes.
Arithmetic checkit is controlling the correctness of the reflection of quantitative, high-quality and total indicators.
Passing outgoing documents
If you detect any errors in documents, they are returned to those responsible for drawing up persons to clarify.
For acceptance of documentsfirst of all, pay attention to the presence of continuity in the documents (for example, the compliance of the cash balance at the post office at the end of the day on the report last day the residue shown in the report on the beginning of the current day) and the compliance of digital data in the conjugated so-called oncoming documents. Check and receiving documents Accountant confirms his signature.
Verified and accepted documents subjected accounting(grouping, taxiing and assembly), and in the context of automation - coding the necessary accounting indicators.
Grouping documents- This is a selection of them in homogeneous in its contents of the group. It allows you to sum up overall results for homogeneous documents. Taxing- This is the translation of natural indicators into monetary and counting amounts. Contract It is the entry on the document of the corresponding accounts for this operation. If an automated metering form is applied at the enterprise, the processing of documents in accounting is the designation of accounting nomenclatures with the relevant codes.
After accounting, the documents are transmitted to storage Warhiv. They intertwined in the folder, the cover indicates the name of the organization, the name and sequence number, year, month and the number of sheets. When transferring documents to the archive and during their destruction, acts are drawn up, which are stored in the archive. The order, the storage time of documents in the archive is established in accordance with the Law of the Republic of Belarus of October 6, 1994 No. 3277-XII "On the National Archival Fund and Archives in the Republic of Belarus". The head of the organization is responsible for organizing the storage of primary accounting documents, registers accounting and reporting.
Primary accounting documents may be withdrawn by the authorities who are provided with appropriate authority. The chief accountant is entitled to the presence of a representative of the body conducting the seizure of primary accounting documents, to remove copies from these documents, as well as a basis for the basis for seizing documents. The seizure of documents is issued as an act indicating the date of seizure.
To ensure timeliness and order of receipt of documents in the accounting department chief Accountant Develops a schedule of document management, which is approved by the head. Document flowit is called the movement of documents from the moment of their compilation or receipt from other organizations before transferring to the archive.
It lists all the primary documents, they indicate their purpose, the number of copies, who and in what time frames are, where and when each document represents who accept and processes the documents submitted, which works are performed in accounting, as well as in which accounting registers are reflected. The document schedule is communicated to all the material and responsible persons, accounting workers and officials whose duties include drawing up documents, representing them in accounting and further processing.
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Procedure for working with documents
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In this section, we will look at the movement at the enterprise of organizational and administrative documents from the moment of their creation before completing execution or departure. Such a movement GOST R 511441-98 determines how document Drive .
The main characteristics of the document management are the passage route, i.e. All instances on the way of its movement, and the time spent on the passage of the document on this route. This implies the main requirement of document management - the passage of the document on the shortest and direct route with the lowest time.
Document flow is a technological process that includes several flows of documents that provide direct and feedback in management. These streams include
Working scheme with incoming documents
Working scheme with outgoing documents
Reception and primary processing
Operations for receiving and sending documents are usually carried out centrally. In large organizations, this function is performed by a specialized division - an expedition.
The procedure for passing outgoing and internal documents in the process of their preparation
In the office and general departments of organizations (if an expedition is not allocated to a separate service), a plot on receiving and sending documents is created. In organizations that do not have the office work, reception, processing and sending documents are manufactured by a centralized secretary.
The centralization of these operations allows faster to deliver documents to performers, mechanize the initial processing of documents and reduce its terms, keep accounting costs for processing documents, accounting for the volume of document management.
Document delivery can occur by mail, including electronic, telegraph, by fax, with a courier or commaed employee.
Upon receipt of computer-readable documents, only the accompanying documentation is processed, the machine carriers in the package are transmitted by destination. If there is no return address in the document, the envelope with the address is pushed to the letter.
Also come in cases where there is no inscription on the envelope, and the document is personal. Documents with the mark "Personally" are not opened, but are transmitted to the addressee.
check in
Standard R 51141-98 "Customs Production and Archival Case" determines registration As "record credentials on a document on a prescribed form, fixing the fact of its creation, sending or receiving". As long as the document is not registered and did not receive its number, it is not issued, it does not yet exist. If the document received is not registered, the institution does not respond for it, since the fact of obtaining is not confirmed.
Each document must be registered once.
Registration is made by entering the details of the document on the registration form (log, card file, computer), the database on the documents of the organization is created. All further work with documents, namely:
it is conducted in the future using the information search system.
Registration are subject to all documents requiring special accounting, execution and use for reference purposes, regardless of the method of receipt. It is held in order to be possible at any time and in the shortest possible time to issue necessary certificate According to the document and find the document itself.
For incoming, outgoing and internal documents, separate registration forms are underway with independent registration numbers.
Working with incoming documents is occurring according to the following scheme.
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Processing and sending outgoing documents is carried out centrally or secretary and consists of the following steps:
drawing up a draft document;
preparation of the draft document;
his coordination (sight);
document certificate (signing, approval, stamp printing, date of signing, registration index);
sending a document to the addressee;
switching copy-holidays in business.
Working with outgoing documents is made according to the scheme represented in the example
Starting the preparation of an outgoing document, the Contractor collects and process the necessary information, then constitutes a draft document.
After the necessary consultations and refinement of Chernovik, the Contractor draws up a draft document, she brings and brings to the attention of all interested persons who also trigger it.
If it is necessary to external coordination, the draft document is issued "Griff agreement".
Outgoing documents are issued in two copies, with the exception of faxes and telephones. The first page of the document is issued on the form, follow-up and copy-vacation - on standard sheets of paper.
The draft document prepared and decorated on the established form together with all materials that served as the basis for its preparation is transferred to the signature to the head.
After signing two instances, the document signing the document is incorporated, after which the document is registered on the prescribed form and send the addressee.
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Treatment And shipping outgoing documents held centrally or secretary and consists of the following steps -
Treatment outgoing documents. Treatment And shipping outgoing documents -
The next question is. " Treatment outgoing documents. Treatment And shipping outgoing documents It is conducted centrally or secretary and consists. -
- Reception and primary treatment incoming documents
Outgoing (sent) documentation (letters, administrative documentation, conclusions, reports, etc.) carry ... -
Treatment outgoing documents. Treatment And shipping outgoing documents It is conducted centrally or secretary and consists of client ... more. " -
... Current Storage Organization documentssending outgoing documents, expertise value documents and processing documents Before delivery to the archive of the organization. -
Reception treatment and distribution of incoming (incoming) documents.
divisions, business numbers on nomenclature, ordinal incoming or outgoing Rooms documents. -
Indexing documents in traditional conditions processing documents.
Accordingly, for registration outgoing and internal documents Also come true ...
Working with outgoing documents sent beyond the enterprise, suggests:
a) checking the correctness of the design and reception of documents from the responsible performers;
b) registration of documents;
c) preparation of documents for dispatch;
d) the transfer of documents prepared for sending documents to the Expeditionary Group;
e) premises control copies of documents into cases;
e) subsequent storage and work with control copies
documents (before sending them to the archive or for destruction).
Consider the features of working with outgoing documents in accordance with the listed stages.
Preparations for sending and sending outgoing documents are carried out in accordance with the postal rules of the Ministry of Communications of the Russian Federation. Documents entering the DOU service to send must be processed and sent on the same day, but no later than the next working day.
The specified work begins with checking the correctness of the design and reception of documents from responsible performers by authorized staff of the DOU service. Documents intended for shipment are accepted from the responsible performers fully designed (the Dow service is not responsible for the content of the document).
This means that the outgoing document should:
a) have all the necessary details, including targeted data;
b) to be signed (approved) with an appropriate officer;
c) to have an accompanying sheet (letter) in the presence of an application or if the document is executed (recorded) on the machine carrier;
d) regardless of the quantity of sending addresses to have a control copy (including the accompanying sheet for placing the latter in the case;
e) in the necessary cases have a mark about the category of postal from the Board (with the exception of ordinary items).
Outgoing documents decorated in compliance with the listed rules are transferred to registration. Register;
by coping the "Outgoing number" stamp and reference)
data on the document in the appropriate magazine (book). Registration is also subject to all applications to the document and the accompanying fox: (letter). Registered documents pass the procedure for sorting documents at destination addresses and types of mailing, after which are transmitted to prepare for shipment.
Unreliable or incorrectly executed documents are subject to return to the responsible performer to eliminate the shortcomings that prevent dispatch. Preparation of documents for sending
includes:
station on envelopes (package stickers) address data;
folding (addition by inflection) of documents;
attachment of documents in envelopes (packaging);
popping and labeling (supplying postal signs) envelopes.
In order to send documents prepared for sending documents to the expedition, by authorized employees of the DOW service are pre-prepared inventory (registers) on the usual and custom-made business correspondence. Adopted by inventory Business correspondence is packaged by the expedition employees in the transportation container (boxes, boxes, briefcases, etc.), after which is delivered to the post office established order (on foot or on a car). After sending business correspondence, employees of the office work department put control copies of outgoing documents into cases in accordance with the approved nomenclature of cases.
Subsequent storage and work with control copies of outgoing documents before sending them to the archive or destruction are made on the basis of the practical need for documents and taking into account their historical (scientific and other) values.